Archives Assistant(G5)

Organizational Setting

The Department of Management (MT) provides a ‘platform of services’ that serves as a foundation for the successful delivery of the IAEA’s scientific and technical programmes. Its mission statement is as follows\: “MT is a partner and a business enabler that champions change and efficiency, leveraging a common purpose”. Thus, among other support activities, it assists a scientific manager in recruiting the right expert, helps a technical officer coordinate the purchase of radiation equipment and ensures that all Board documents are translated and distributed on a timely basis to Member States.

The Department of Management’s Division of General Services (MTGS) provides service functions to the IAEA through its five Sections that ensure facilities management for its headquarters and for the Seibersdorf laboratories campus, travel, transport and general support services, archives and records management, and the operation of the Vienna International Centre Commissary.

The Archives and Records Management Section establishes a framework for the creation and management of authentic, reliable and usable records, capable of supporting IAEA business functions and activities for as long as they are required. The Section is divided into three Units\: Mail, Records and the Archives Unit.

Main Purpose

Under the supervision of the supervisor of the Archives Unit, the Archives Assistant contributes to the operation of the records centre and the long term preservation of historical records under custody of the IAEA Archives. He/she manages daily operations of components of the archives management programme and carries out activities in connection with records transfers, disposition and appraisal, retrieval and long term preservation of historical records in all media, retention and storage management.

Functions / Key Results Expected

• Carry out archives business activities (transfer, storage of physical media and location management, arrangement and archival description, appraisal, information retrieval services, long term preservation) as assigned in the work plan.
• Coordinate daily operations of the Archives Unit ensuring that services (retrieval, transfers) are performed efficiently, in a timely and customer-oriented manner compliant to established operating procedures.
• Provide reference and research services to Agency staff and external researchers monitoring access control rules and regulations.
• Coordinate specific projects performed in a small team of 2-3 staff members by monitoring and regularly reporting work progress and quality of results.Provide logistical support to all formal training activities, and provides guidance to Records Office Coordinators to ensure compliance with established standard procedures.
• Support declassification reviews by screening records for security-classified materials as part of declassification procedures.
  
  

Competencies and Expertise

Core Competencies

Functional Competencies

Required Expertise

Qualifications, Experience and Language skills

• Completed secondary education.
• A minimum of five years of clerical experience, two years of which are related to archives management activities.
• Thorough knowledge of Agency organizational structure, programmes and activities is desirable.
• Good health and physical condition in order to lift boxes of records weighing 15 kg and to work in a dusty environment.
• Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
• English typing (Level 2) and English language tests (Level 2) to IAEA standard.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 43865 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance

Appointment is subject to a satisfactory medical report. Recruitment will be on a LOCAL BASIS only. Outside applicants are required to supply to the IAEA or to authorize it to seek all information relevant to their suitability for employment by the IAEA. Testing may be part of the recruitment process.
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Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values)\: Integrity, Professionalism and Respect for diversity. Staff members may be assigned to any location. The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above.
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